F. You have just participated in an important meeting with your superior. How will you ensure that every part of the instructions you received will properly reach all subordinates, suppliers and clients, located in different parts of the world?

1. Express Yourself
F. You have just participated in an important meeting with your superior. How will you ensure
that every part of the instructions you received will properly reach all subordinates, suppliers
and clients, located in different parts of the world?
International MBA Nadine Youssef Issa

2. Communication process
I-Superior
II- Communication
channel
III- A.
Subordinates
III- B. Clients
III- C. Suppliers
IV- Follow Up
International MBA Nadine Youssef Issa

3. I- Meeting with Superior

4. I- MEETING WITH SUPERIOR
Objective
Outcome
- Align and
agree
- Document and
confirm
- Take action
International MBA Nadine Youssef Issa

5. I- MEETING WITH SUPERIOR
 Induce changes in the work
process by delivering new
instructions
Objective
International MBA Nadine Youssef Issa

6. I- MEETING WITH SUPERIOR
1. Align and Agree
 Have a clear outcome for the
meeting:
During the meeting, it is very
important to make sure that my
superior and I are on the same
level and that all the instructions
are understood very clearly.
Outcome
- Align and
agree
- Document and
confirm
- Take action
International MBA Nadine Youssef Issa

7. I- MEETING WITH SUPERIOR
2. Document and confirm
 Take minutes of meeting
highlighting the new vision as
well as new decisions and
instructions.
 Send the minutes to superior
for confirmation before acting
on them in order to prevent
miscommunication
Outcome
- Align and
agree
- Document
and confirm
- Take action
International MBA Nadine Youssef Issa

8. I- MEETING WITH SUPERIOR
3. Take Action
 Prepare a new work flow chart
which determines the new
sequence of steps that help
reach the goal.
 Critical steps are to be
highlighted for a more thorough
monitoring.
Outcome
- Align and
agree
- Document and
confirm
- Take
action
International MBA Nadine Youssef Issa

9. I- MEETING WITH SUPERIOR
 Prepare a task sheet with clear deadlines according to subordinates
capabilities and availability
 Deadlines should take into consideration time zone differences in
order to avoid delays in execution
 Assign a team leader in each geographic area making it easier to
follow up
Team
Leader
Name of
the
employee
Roles and
responsib
ilities
Deadline
Team
Leader 1
Employee 1 Task 1 15-11-14
Employee 2 Task 2 16-11-14
Employee 3 Task 3 16-11-14
Team
Leader 2
Employee 4 Task 4 23-11-14
Employee 5 Task 5 30-11-14
Outcome
- Align and
agree
- Document and
confirm
- Take
action
International MBA Nadine Youssef Issa

10. II- Communication Channel

11. II- COMMUNICATION CHANNEL
The mode of transmission of the message should be carefully
chosen according to its efficiency v/s time, the receiver of the
information and the type of instruction.
 Phone calls: for urgent matters or when it comes to cultures
who do not rely on technology
 Emails: for less urgent matters or when it comes to cultures
who mostly rely on technology
 Face to face meetings when possible
 Video calls or teleconferences
 Fax for official documents
 Instant messaging between employees
Several methods of communication may be combined for
verification or in order to keep record.
International MBA Nadine Youssef Issa

12. II- COMMUNICATION CHANNEL
Emergency communication:
In case of emergency or error that needs a fast
reaction, a crisis management process should be in
place.
 Red flag emails: attract the attention of the receiver
 Phone calls: for a quick reaction
International MBA Nadine Youssef Issa

13. III- Subordinates, Clients and
Suppliers

14. III- A. SUBORDINATES
 Communicate to subordinates the new vision in
order to engage them in the new work process.
Explain the “why” of the changes to avoid negative
reactions.
 Email them the task sheet with specified deadlines
and request a response to ensure reception and
understanding of the new instructions.
International MBA Nadine Youssef Issa

15. III- B. CLIENTS
 Clients are to be informed that the work strategy has
been modified.
 Top clients will be handled by myself
 Smaller clients can be communicated to by the team
leaders
 A clear explanation of the new work flow should be
included in the communication with clients
 Clients would then know what to expect in the next steps
International MBA Nadine Youssef Issa

16. III- C. SUPPLIERS
 Suppliers are to be informed that the work strategy
has been modified.
 Top suppliers will be handled by myself
 Smaller suppliers can be communicated to by the team
leaders
 A clear explanation of the new work flow should be
included in the communication with suppliers.
 Suppliers would be able to determine their roles in the
process as well as their new deadlines to deliver.
International MBA Nadine Youssef Issa

17. IV- Follow up

18. IV- FOLLOW UP
 Create a monitoring system:
 Receive periodic reports from team leaders in each area
 Get feedback on every step/ activity to ensure a proper
functioning of the process
 Send periodic reports to superior
International MBA Nadine Youssef Issa

19. THE END!
International MBA Nadine Youssef Issa